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Home My WebLink About2013-01-16 - Personnel-Risk Management Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Wednesday, January 16, 2013, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Gina Knight, Human Resources and Risk Mgr 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. Revised Personnel Rules to Include At-Will Employment for Unrepresented Positions. Recommendation. That the Committee recommend the Board of Directors approve Resolution No. 13-01 adopting the District's Personnel Rules at the next Board of Directors meeting scheduled for January 24, 2013. 2.2. Staff Participation in 2013 Water Leaders Class Recommendation. That the Committee concur with the Acting General Manager's recommendation that Derek Nguyen be authorized to participate in WEF's Water Leader Class of 2013, with the District paying $1,500 towards tuition, as well as program-related costs for travel and expenses, in accordance with District policies and procedures. 3. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 3.1. Education Reimbursement (Verbal Report) 3.2. Status of Performance Evaluations (Verbal Report) 3.3. Human Resources/Risk Management/Safety Activity 3.4. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next Personnel-Risk Management Committee meeting will be held Tuesday, February 12, 2013 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 2.1 AGENDA REPORT Meeting Date: January 16, 2013 To: Personnel-Risk Management Committee From: Steve Conklin, Acting General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Reviewed by Legal: Yes Prepared By: Gina Knight, HR/Risk Manager Subject: Revised Personnel Rules to Include At-Will Employment for Unrepresented Positions. SUMMARY: The purpose of this report is to request that the Personnel-Risk Management Committee review and consider the proposed revisions to the Personnel Rules to include At-Will employment for future Unrepresented Positions. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Resolution No. 13-01 adopting the District's Personnel Rules at the next Board of Directors meeting scheduled for January 24, 2013. DISCUSSION: On December 20, 2012, staff presented a report to the Board of Directors to consider At-Will employment for future unrepresented District employees. Staff presented two options for consideration. Option A referred to only management positions becoming At-Will. Option B referred to both management and supervisory/confidential positions becoming At-Will. The Board of Directors discussed both options at length, concluded with supporting Option B and directed staff to bring back a Resolution to implement the change. A condition of this proposed change is that employees who are in a management or supervisory/confidential position at the time the Board approves At-Will employment would be "grandfathered-in," meaning that their property interest rights would be retained. Attached to this report are copies of Resolution No. 13-01 and the page showing the revisions to the District's Personnel Rules to incorporate At-Will employment for future unrepresented positions. ATTACHMENTS: Name: Description: Type: Resolution No. 13-01-Personnel Rules- Revised to include At- Resolution No. 13-01 Backup Material Will for Unrepresented Positions.doc Document.pdf Revised Language-Personnel Rules Backup Material RESOLUTION NO. 13-01 RESOLUTION OF THE BOARD OF DIRECTORS OF THE YORBA LINDA WATER DISTRICT ADOPTING PERSONNEL RULES FOR THE YORBA LINDA WATER DISTRICT WHEREAS, The proper administration of employer-employee relations is significantly facilitated by virtue of the District enacting comprehensive Personnel Rules and Regulations giving structure to the myriad employer-employee issues to be regularly addressed by representatives of the District and its employees; and WHEREAS, Pre-existing District Personnel Rules and Regulations have not fully and appropriately allowed for facilitation by the District of orderly, efficient and equitable employment relations; and WHEREAS, The District recognizes that adoption and implementation of Exhibit 1 is in the interest of the District and those employees affected by the Personnel Rules and Regulations. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. Exhibit 1 (Personnel Rules — Yorba Linda Water District) is hereby adopted and deemed implemented concurrent with passage and adoption of this Resolution. Section 2. Any and all pre-existing Personnel Rules and Regulations and any Resolution(s) having adopted any such document, are hereby rescinded. PASSED AND ADOPTED this 24th day of January, 2013, by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Gary T. Melton, President Yorba Linda Water District Resolution No. 13-01 Adopting Personnel Rules 1 ATTEST: Steve Conklin, Secretary Yorba Linda Water District REVIEWED AS TO FORM BY SPECIAL COUNSEL: Richard M. Kreisler, Esq. Liebert Cassidy Whitmore Resolution No. 13-01 Adopting Personnel Rules 2 0 Yorba Linda Water District PERSONNEL RULES ^^^^�o�.,.�.-moo.^- '^ � anuary 24, 2019 3 Yorba Linda Water District page 2 Personnel Rules RULE 1. PURPOSE AND APPLICABILITY 1.01 PURPOSE These rules establish the policies, principles and procedures for dealing with personnel matters. The intent of these rules is to establish a practical system based upon merit principles that shall provide effective and efficient service to the public. This objective shall be sustained through uniform, fair and equitable procedures which provide reasonable rights for pFOspective and G, FFeRt employees. These rules describe the District's Classification and Compensation system along with employee benefits. They also define work schedules, overtime, standby and call-out requirements; and spell out the District's criteria and expectations regarding employment, selection and promotion, while providing protection and due process for employees in matters related to discipline and grievances. 1.02 COVERAGE These rules apply to employees in the Competitive Service, unless a broader coverage is expressly extended by a specific provision within these rules. The Competitive Service includes all full-time and part-time positions except the following: A. A. General Manager B. Employees_hired on or after January 1, 2013, to serve in the following positions: Finance Manager, Human Resources/Risk Manager, Operations Manager, Information Technology Manager, Engineering Manager, Chief Plant Operator, Public Information Officer Senior Project Manager, Water Maintenance Superintendent, Information Systems Administrator, Customer Service Supervisor, Executive Secretary, Human Resources Analyst, Management Analyst, Human Resources Technician, Senior Accountant, Senior Construction Inspector, Water Quality Engineer, Project Engineer and SCADA Administrator ("Management Employees"). This exception shall include existing District employees who are promoted to one of these positions on or after January 1, 2013. CB. Temporary Employees and part time employees working less than 30 hours per week The General Manager and the individuals describe in Section 1.02(6), above, are at employees of the District and serve at the will of the General Manager. or in the case of the General Manager, at the will of the Board of Directors, and may be dismissed without cause or right of appeal. ITEM NO. 2.2 AGENDA REPORT Meeting Date: January 16, 2013 Budgeted: Yes Total Budget: $2,000 To: Personnel-Risk Management Cost Estimate: $1,500 Committee Funding Source: Operating Funds From: Steve Conklin, Acting General Account No: 1-4040-0810-00 Manager Presented By: Steve Conklin, Acting General Dept: Engineering Manager Prepared By: Steve Conklin, Acting General Manager Subject: Staff Participation in 2013 Water Leaders Class SUMMARY: The District's Water Quality Engineer, Derek Nguyen, has been selected by the Water Education Foundation (WEF) to participate in its Water Leaders Class of 2013. The program is primarily funded through grants, with partial support from tuition fees. Tuition is $3,000 for the year-long program, which helps cover attendance at Foundation events. Derek requested and received a program scholarship to cover $1,500 of the cost. Funds have been budgeted in the Engineering Department Water Quality Section Budget to cover the remaining $1,500 tuition cost. STAFF RECOMMENDATION: That the Committee concur with the Acting General Manager's recommendation that Derek Nguyen be authorized to participate in WEF's Water Leader Class of 2013, with the District paying $1,500 towards tuition, as well as program-related costs for travel and expenses, in accordance with District policies and procedures. DISCUSSION: In a letter dated December 19, 2012, Derek was notified that he was selected from 60 candidates to be one of 20 participants in the upcoming WEF Water Leader Class of 2013. A copy of that letter and information describing the Water Leader Class program is attached. As described in the attachment, the Water Leaders Class is a one-year program that identifies young community leaders from diverse backgrounds, including members of minority and ethnic communities, and educates them about water issues. The program enhances individual leadership skills and prepares participants to take an active, cooperative approach to decision-making about water resource issues. Leading stakeholders and top policy-makers serve at mentors to class members. Staff is very pleased and proud that Derek was selected as a participant, and recommends that the Committee concur that Derek be authorized and funded to participate. STRATEGIC PLAN: WE 1-F: Encourage Staff Participation in Professional Organizations and Local Civic Groups ATTACHMENTS: Name: Description: Type: WEF Leader Class.pdf WEF Water Leader Class Backup Material .1" L;99L;g December 19. 2012 WA:aR EDUC,A-[TDN Derek Nguyen FOUNDATION Yorba Linda Water District i J 7 h Suit, 3 7 i 1717 E N raloma A e c,[z:, cntr,CA 078 Pb-nt,:916-44-6240 Placentia,C 92683 Fay X31644.5- ��ww.is•al.Lrixlalc�ciz n.or Dear MrIN U e u ww.Aqu-,sfornia,cr tin PRFSi1-h C 1YiHi..R-WE, Thank you or your application to the 2013 Water Leaders'Class sponsored Kt«MVQI =ti.t— i:nnixs by the Water Education Foundation. We are pleased to announce that I..ei�nir:l.+irr.•.ur.nb Gicml oa have been selected to join this unique,one-year program. L iW.xxa f'r+hlrr Urilrnn ix+ewi.ron IR£ASl]RFR,►LIC1r.d I.Sores �ECLn1 .DIRECTOR. A briefuig by representatives of various water interest groups will be held at the Foundation office in Sacramento on Tuesday, January 29-2013 from .,t, 1:00 p.m. to 4:00 P.m. with a reception immediatelyfollowin� F..Mf.—I..k T,4 r k miter P.Au a �....�... W—r At this mandatory orientation you will also learn more about the program and your responsibilities,and meet your fellow classmates. This is the only i:—:;-(:L ;.,,Ik 11 orientation offered. Q Um i iitl _Sbrr.—WB-k Immediately following the meeting we will be hosting a reception to allow you to spend some time with other water leaders and the Water Education Sam.Ass¢■bm,,&i N*,(x A.thi w "C.A Staff and Board Members. The reception will begin at 4:00 p.m. following A-a0-d- the orientation. lin,..r kv,gC-Ak—. Jean Nordmann will be the class liaison and can assist you with any "Rx°� questions or concerns. Please call her or e-mail her at tl-6—C.-lap-I—kg M.R.,I��lms, j nordrnann&watereducation.org and confirm that you will be attending the " 'z,__*k, orientation. P.... .-d P-h& W..13— Gw J.Faeen.a Panh.i;.,&9arnc L'.yrpr.} R.U.-a— Please send the tuition payment directly to.lean Nordmann at the below address. Thy undation can offer you%z a scholarship for this class. 16— nKK—`'.' V Sincercfy, carpe D—W— -/4 Asrcr 1,Pl.de kF Irrnrw,�I Rita Schmidt Sudman U,"AA Executive Director 1—It—k Wren ni++.re J M. l9.—.&Gnu mv,Lcapuc U"O4& If,Ro—i.recn -llArer�* Tb—&FWIF fA+dpd 5wF+m/'+Il=rrsa Y.—&V KQr.s.• uV.A xar.la a xobw l.r S- i:�J.eea Parr C,l g_ ARCAW Thr In"m'Xi Lei tax Wa1cr EJ1 Atkin R MMRti.n,an inyvrtuL Ma PUAI.xRanc:.rwn,a It r C 1 tc a IKI(Cc Lwwerstwiding of%�srr rck)unrs and lo%c FRA4k 9 rrlcr Llit dmxg and nsrAura>.s Of WAtW rex 1 Ux thF9Wh hr:itirAriex},e1u riotr and inuxuch. Fc}UNDAY ION WATFR LEADERS CLASS Te wa ter Leaders Class is C� one-year program that identifies ya[rng cornmrrnity leaders frvrr� diverse backgrounds, including rraer7ibers of rrlinarity and ethnic Cornmurrifies, ar�d educates them about water issues. The program enhances ir7dividual leadership skills and prepares participar�ts to take are active, cooperative approach to decisior7-makin�� aho[rt water resource issues. t ea afing stakeholders ar�d tap policy-makers serve as mentors to Class naen�hers. Tl�e tN�itE�l- Ec�LIC��ti(7E� FC3LIl1CI4-�tion is ��cce��tii�� 7��C�lic�ltl[)Il5 tC-]I' Its 5E:'VE'l�rf'{'I�rll Water Leaders Class, �n�hic�� i11 f�c��;in January 2�� 3. T�iE� ��ic �lric�n cfc�acl[il�e is � E7.i�i. IJeceml3er 1 U, �� Z. ��lic��i�t� G�i l l lie nc�ri 1 i��d cat t�cceE�t��l�c£� E�y December 30, 2Q`l1, �t7C�IViC�Ll�Z�S tl"{]t11 �)i'IV�it�' E7�i5iClf'S5, er.�Lli��ti<�n, r�nn��rnfir c3r��ai�ic��i{�t7�, �:3Li�7Il[: �I ;��IZC-i�� al�cl E�LIl�lic ii�rer��sr �l"[]LE€)S �Zr�1 �I��c�ur��erl tc:y ��.��ly. Criteria for Acceptance Commitment to understanding water issues; Interest in seeking leadership roles on public boards and commissions, or key staff positions; )► Commitment to the community through volunteer ac.-tivities; lo- Potential or existing opportunities for advance- ment to key leadership roles within their own organizations. Participant Requirements Designed as a program for young working professionals, participation involves a time commitment from both the class member and the employer. Class members are required to: ?� Attend a special one-day class orientation in January; >- Attend two Foundation water tours; Attend the Foundation's 1-1 J2 day Executive Briefing in March and participate in the Water Leaders Auction; Spend a day "shadowing" a major water leader (from government, urban, agriculture, environ- mental organizations, private businesses, or public interest group); Interview the water leader about an issue selected by the class; Attend a special meeting in August to develop a class PowerPoint presentation about the assigned water topic; Attend the F'oundation's November Board meeting to present the PowerPoint. The program is primarily funded through grants, with partial support from tuition fees. Tuition is $3,000 for the year-long program, which helps to cover attendance at Foundation events. Scholarship funding is available from the William R. "Bill'" Gianelli, dean Auer, David Kennedy,Tom Graff, and Anne Schneider scholarship funds. Mary Akens,Calitorma Department of Water Resources Rebecca Akroyd,Kronick Moskovitz Tiedemann&Girard HUfr Alpert,Inyo-Marto Integrated Regional Water Management Program Leonard Ash,Alameda County Water District Matt Brennan,Environmental Science Assoc.iates PWA � Courtney Davis,Brownstein Hyatt Farber Schreck,LLP Juliette De Camps,Community Water Center KnstaI Davis Fad tke,Sacramento-San lwquin Delta C nservancy Anton Favorini-Csorba,Legislative Analyst's Office Bill Femandez,(;f)M Smith Trzcia Geri nger,AgCouncd of CaIi torn ta Jason Gurdak,San Francisco State University Brian Lockwood,Palaro Valley Watet Management Agency Mario Manzo,Bureau of Reclamation Katharine Moore,Senate Committee on Urban RiversiOffice of Senator Fran PavIey ,Mark,Nordberg,California Department of Water Resources Brian Poulsen,Jr.,El Dorado Irrigation District 3Psse Roseman,The Mature Conservancy Samuel Sandoval Solis,Urriversity of California,Davis Alexandra TnllettP,MWH Peter Wijsman,Arcadis/Malcalm Pirnie Funding for the 2012 class was provided by: William R. Gianelli Water Leaders Fund Water Leaders Association, an alumni association Contact Jean Nordmann, jnordmanncwwateredueation.org for more information ITEM NO. 3.3 AGENDA REPORT Meeting Date: January 16, 2013 To: Personnel-Risk Management Committee From: Steve Conklin, Acting General Manager Presented By: Gina Knight, HR/Risk Manager Dept: Human Resources/Risk Management Prepared By: Amelia Cloonan, Personnel Technician Subject: Human Resources/Risk Management/Safety Activity SUMMARY: The attached spreadsheets are updated on a monthly basis and presented to the Committee for discussion. DISCUSSION: The attached Department Activity spreadsheet is updated monthly to show the status of Human Resources, Risk Management and Safety/Wellness activities as well as revisions to the District's policies and procedures, job related and employee development training offered to District employees, claims activity and District sponsored employee events. Items shown in red have been revised or updated since the last report. Also attached is the FY 2012-2013 Budgeted Positions spreadsheet. Updates/changes are highlighted in red. Testing of applicants for the vacant Human Resources Technician position will take place on January 16, 2013. Approximately 17 applicants will be tested. Testing of applicants for three vacant positions for Maintenance Worker I's will take place on January 15, 2013. Approximately 40+ applicants will be tested. Recruitments opened on January 7, 2013 for a part-time temporary Records Management Clerk and a Meter Reader I. Both recruitments, which will be posted on NeoGov and advertised on BC Water Jobs online, are scheduled to close on January 21, 2013. The Recruitment for the Operations Manager position is expected to open on January 29, 2013. The position will be posted on NeoGov, advertised in Jobs Available and flyers will be sent out to agencies in California. Recruitment for this position will close on March 4, 2013. A mandatory All Hands Meeting will be held at the District on January 23, 2013 from 11:00 a.m to 1:00 P.M. WE 1-E: Continue to Support Additional Training (Testing) for Staff WE 2-D: Develop Methodologies to Assist Employees in Preparing for Advancement, WE 3-13: Conduct Bi-Yearly All-Hands Meetings, WE 3-C: Encourage Employee Training in Leadership and Technology ATTACHMENTS: Description: Type: HR DEPARTMENT ACTIVITY fiscal 2012- 2013 01092013.doc HR Department Activity Backup Material Budgeted Positions 1-09-2013.xls Budgeted Positions Fy 2012-2013 Backup Material HR DEPARTMENT ACTIVITY 2013 POLICIES AND PROCEDURES ACTIVITY STATUS Development and Maintenance of Management On hold Safety Procedures reviewed Draft policy Driver Record Review Policy None Policy has not been developed. Drug and Alcohol Policy LCW Law firm On hold while the District revising District's staff negotiated a new policy MOU for FY 2012-2015. Educational Reimbursement Policy Draft Policy Policy 7010-12-01 in the (Rev.1) presented to process of revision will be Employees Assoc. posted to the District's Board on 8/1/2012. intranet. Employee Performance Evaluation HR Manager to Procedure review Draft policy in October 2012. Employee's Responsibility for Management On Hold. Maintenance of District Vehicles reviewed Draft policy. To be presented to BU for review and approval after MOU is adopted by the BOD Employee Time-Off Request Policy Draft policy will be Policy revised by HR presented to the Manager to include sick Employees leave use during original Association Board probationary period. LCW by 11/15/2012. to review language. Facilities Use Policy HR/Risk Manager to Present Draft to Pers/Risk revise policy. Management Committee in October 2012. Heat Illness Prevention Program Safety Consultant Operations reviewed revised in April policy. HR Manager to 2012. finalize by end of October 2012. (Still in process) Updated December 26, 2012 1 POLICIES AND PROCEDURES CONTINUED POLICIES AND PROCEDURES ACTIVITY STATUS Risk Management Admin Policy HR Mgr to review On Hold. Draft policy and comment Safety Footwear Allowance Draft policy Policy 7030-12-01 posted presented to to intranet. Employees Assoc. Board on 8/1/2012. Recruitment Procedure Due to Update to be completed by implementation of the end of October 2012. NEOGOV recruitment software, the procedure will undergo updating by HR staff. New Hire Procedure Update to be Update to be completed by performed by HR the end of October 2012. staff. Separation/Termination Procedure Update to be Update to be completed by In process performed by HR the end of October 2012. staff. Student Intern Policy HR Manager to Present Draft to Pers/Risk review policy for Management Committee in current applicability. November 2012. Confined Space Entry HR and Managers Continuing in process. Policy/Procedures reviewing draft Coordinating efforts with policy presented. Aspen Risk Management Group. 2 TRAINING - ON SITE/OFF SITE DATE VENDOR CLASS TITLE 8-7 and 8-8 — ACWA/JPIA Training Conference, Irvine, Nine Operations staff and 2012 CA one engineering staff attended at least one day of training. 8-15-2012 Master COBRA seminar One HR staff attended full- day workshop 8-21-2012 CalPERS Disability Retirement and Two HR staff attended half Reinstatement Process workshop day workshop 9-19-2012 Managing the Marginal Employee Three District staff attended attend this half- day LCW workshop 9-19-2012 Public Sector Employment Law Update Three District staff attended this half-day LCW workshop 10-18-2012 Front Line Defense Four District staff attended this half-day LCW workshop. 10-31-2012 ACWA/JPIA's HR Group Meeting Attended by two District HR staff 11-07-2012 Orange County Human Resources Attended by two District Consortium Annual Planning Meeting HR staff 01-14-2013 LCW presents Managing the Marginal Board, Managers, District Employee supervisory staff 01-29-2013 LCW presents Managing Performance Board, Managers, District Through Evaluations supervisory staff 3 RECRUITMENTS MONTH POSITION APPLICATIONS PROCESSED 2011 January 2012 Part-time Public Affairs Intern 5 March 8, 2012 Maintenance Worker I (one position) 27 April 2, 2012 Customer Service Supervisor (one 55 position) May 17, 2012 Records Management Intern 12 July 20, 2012 Accounting Assistant II The finalist was selected, accepted the offer and will join the District on November 19, 2012. 9-11-2012 Water Quality Technician II The District Water Internal Recruitment Quality Technician I was One position to be filled promoted to this position on 10/8/2012. 9-11-2012 Maintenance Distribution Operator 11 Two District Maintenance Internal Recruitment Worker I's were Two positions to be filled promoted on 10/8/2012. 10/30/2012 Maintenance Distribution Operator III One internal candidate was promoted on 12-05- 2012 10-29-2012 Human Resources Technician Testing for 17 applicants will take place 01-16- 2013. 10/31/2012 Maintenance Worker 1 (2 positions) Testing for 40+ applicants will take place 01-15-2013. 12/18/2012 Maintenance Distribution Operator II The position vacated through promotion was filled by a candidate on the eligibility list from the prior recruitment. 01-08-2013 Part-Time Temporary Records Recruitment closes Management Clerk 01-21-2013 01-08-2013 Meter Reader I Recruitment closes 01-21-2013 01-22-2013 Operations Manager Recruitment closes 03-05-2013 4 CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY DATE OF NATURE OF RISK ACTION TAKEN CLAIM HANDLED BY ISSUE/ CLAIM MANAGEMENT DISTRICT REC'D RELATED ISSUE/CLAIM &SUBMITTED TO ACWA/JPIA October 2011 Letters received from: 1) Under investigation by Both claims were Melanie Schlotterbeck and Risk Manager. Claims rejected and referred to 2) PCM on behalf of The presented to Pers-Risk ACWA/JPIA by the Kellogg Terrace Mgmt Committee for Board of Directors on Condominium Association recommendation that February 23, 2012. for damages claimed to the Board reject and ACWA/JPIA was have resulted from a leak refer both claims to waiting for a response. in Alamo Lane. ACWA/JPIA. The six-month clock for filing a state court action on these claims ran out on August 23, 2012. November 14, Claim received by District Board rejected and The six-month clock for 2011 from Aaron Goodall for referred claim to filing a state court debris and dust issues ACWA/JPIA on action on these claims 12/22/2011 ran out on June 22, 2012. March 2012 Claim filed on behalf of Claim rejected and ACWA/JPIA returned MAMCO referred to ACWA/JPIA the claim — not covered on May 24, 2012. under policy— Former GM to give the MAMCO claim to District's council for handling. MAMCO filed a suit in OC Superior Court on 8/31/2012. April 2012 Claim filed by Thomas & Claim rejected and Debra Barker, 4/16/2012, referred to ACWA/JPIA $478.68, for repairs to on May 24, 2012. water heater they claim was damaged when service was shut off and restored to service on San Antonio Road 4/9/2012. 5 DISTRICT'S CLAIMS ON THE ACWA/JPIA LIABILITY INSURANCE PROGRAM DATE OF NATURE OF RISK CLAIM SUBMITTED TO INCIDENT MANAGEMENT RELATED AMOUNTOF ACWA/JPIA ISSUE/CLAIM CLAIM 3-12-2012 Village Center Drive - TBD Claim referred to District's dump truck with ACWA/JPIA backhoe on trailer CURRENT WORKERS COMPENSATION ACTIVITY DATE OF NATURE OF W.C. CLAIM STATUS REPORTABLE INCIDENT INJURY 7-12-2012 Bee Sting Closed First Aid Only 7-24-2012 Cut Inside upper left arm Closed Yes 7-25-2012 Carpal Tunnel left wrist Closed Yes 8-14-2012 Knee strain Closed First Aid Only 8-23-2012 Skin rash Closed First Aid Only 8-27-2012 Debris in eye Closed First Aid Only 10-15-2012 Hip pain Closed Yes 10-22-2012 Wrist/arm pain Closed Yes DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 6-27-2012 Horseshoe Competition and Taco Employee Recognition Lunch Committee 11-14-2012 The Advantage Group (TAG) Human Resources Department presents a barbecue for all employees to kick off their open enrollment for the flex benefit plan and supplemental insurance policies. 12-07-2012 Employee Recognition Dinner at the Human Resources Department Yorba Linda Country Club 6 DISTRICT SAFETY AND WELLNESS- ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 8-14-2012 First Aid/CPR/AED refresher training HR/SAFETY (two classes) were conducted at the District. 37 employees were trained. 9-5-2012 Confined Space Entry Training thru Aspen HR/SAFETY Risk Management Group. 42 employees trained 9-11-2012 First Aid/CPR/AED initial training class HR/SAFETY conducted at the District. 23 employees were trained. 11-05-2012 Check AED's and log HR/SAFETY 11-29-2012 Check AED's and log HR/SAFETY 12-26-2012 Check AED's and log HR/SAFETY HR ACTIVITIES/FUNCTIONS MONTH ACTIVITY/FUNCTION DEPARTMENT 7-31-2012 With HR staff involvement, a complicated HR employee issue was resolved in less than a month (as opposed to the original six month estimate) October 24, Health Benefits Fair was held at the HR 2012 District. Flu shots were available. November 7, 5:30 — 7:30 p.m. HR 2012 Lincoln Financial presenting Social Security and Retirement Planning November The Advantage Group was at the District HR 14-15, 2012 for open enrollment for the Section 125 Cafeteria Plan (pre-tax medical and child/elder care deductions) and supplemental insurances 7 As of January 9, 2013 FY 2012-2013 Budgeted Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11 (Temporary Help) 0 0 12 13 14 15 Customer Service Representative 1 1 1 16 Meter Reader 1 2 1 Recruitment will commence January 7, 2013. 17 Accounting Assistant 1 1 1 Customer Service Representative 11 1 1 Engineering Secretary 1 1 Maintenance Worker 1 9 Recruitment opened on 10-31-2012 and closed on 11-14-2012. Testing will take lace on January 15, 2013. 18 Meter Reader 11 2 2 19 Customer Service Representative 111 2 2 Operations Assistant 1 1 20 Engineering Technician 1 0 0 Maintenance Distribution Operator 11 8 8 One Maintenance Worker I promoted on 12- 16-2012. Water Quality Technician 1 0 0 21 Accounting Assistant 11 1 1 Part-time temporary, limited-term employee (208 hours). Carlos Moya hired on 11-19- 2012. Facilities Maintenance 1 1 Mechanic 11 1 1 22 Information Systems Technician 1 1 1 Water Quality Technician 11 1 1 23 Maintenance Distribution Operator 111 4 4 Eddie Gutierrez promoted on 12-5-2012 Meter Services Lead 1 1 Mechanic 111 1 1 Human Resources Technician 1 0 Temporary Part-time clerk assisting HR.Testing for HR Technician applicants will take place January 16, 2013. Plant Operator 11 3 3 24 Construction Inspector 1 1 Engineering Tech 11 2 2 Info Systems Tech II/Programmer 1 1 25 Executive Secretary 1 1 Human Resources Analyst 1 1 Instrumentation Technician 1 1 Sr.Accountant 1 1 As of January 9, 2013 FY 2012-2013 Budgeted Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 26 GIS Administrator 1 1 Project Engineer 2 2 Sr. Construction Inspector 1 1 Sr. Fleet Mechanic 1 1 Sr. Maintenance Distribution Operator 4 4 Sr. Plant Operator 1 1 27 Customer Service Supervisor 1 1 28 Management Analyst 1 1 29 Water Quality Engineer 1 1 30 Public Information Officer 1 1 Water Maintenance Superintendent 1 1 SCADA Administrator 1 1 Information Systems Administrator 1 1 Temporarily on Acting Assignment 31 Chief Plant Operator 1 1 32 33 34 Sr. Project Manager 1 1 35 36 37 Engineering Manager 1 1 Temporarily on Acting Assignment Finance Manager 1 1 Human Resources and Risk Manager 1 1 IT Manager IS Administrator assigned to Acting IT 1 0 Manager Operations Manager Recruitment opens January 29, 2013. 1 1 38 39 40 General Manager 1 0 Acting General Manager 8/9/2012 Total 76 69 FY 2012-2013 Budgeted Part-Time/Intern Positions Salary Start Range Position Classification Budget Emp Status/Comments Date 1-11 Public/Governmental Affairs Intern 0.5 0.5 Pt-Time Records Management Clerk Recruitment will commence January 7, 0.5 0 2013. 24 GIS Technician 0.5 0.5 Total 1.6 1